Open Session:

There were ten members of the public present

Apologies

The Deputy Town Clerk reported that apologies for absence had been received from Jessica Osborne-Lax, Student Advisor, and Maisie Jenkinson, Student Advisor.

Declarations of Interest

Cllr Wiseman declared a personal interest in OS/5077 Allotments at Upper Kingston as she has a relative who holds a plot.

Cllr O’Reilly declared a personal and prejudicial interest in item OS/5079 Land at Strides Lane as she lives close by. Cllr O’Reilly made a statement and left the room, taking no part in the discussion or decision made.

Cllr Wiseman declared a personal and prejudicial interest in OS/5081 Ringwood Town Football Club, as she lives close to the site. However, as there was no discussion or decision on this item, she remained in the room.

Present:

Cllr N J Chard (Chairman)
Cllr P Chambers (Vice Chairman) arrived at 7.25pm
Cllr D R Cole
Cllr G J O’Reilly
Cllr B H Terry
Cllr M J Urwin
Cllr A C Wiseman

In Attendance:

Jo Stannard, Deputy Town Clerk
Richard Eldred, Technical Officer
Claire Perrens, Meetings Administrator
Cllr M Steele

OS/5074 Minutes of Previous Meeting

RESOLVED: That the minutes of the meeting held on 4th March 2009, having been circulated, be approved and signed as a correct record.

As there were members of the public wishing to speak on Agenda Item 3) Donation of Tree and Bench, this item was brought forward.

OS/5075 Donation of Tree and Bench

The Deputy Town Clerk reported that community nurses at Ringwood Medical Centre were setting up a Memorial Fund for their colleague Wendy Otter and would like to donate a tree and a bench with a plaque in her memory. They had asked that these be sited in The Danny Cracknell Pocket Park as part of the park enhancement programme.

A resident from the Bickerley area addressed Members about her concerns regarding a bench which she feared would result in anti-social behaviour and litter as had happened previously with a picnic bench which had since been re-sited. In addition, she was concerned about the type of tree and that it should not be too dominant.

Members discussed the issue and it was noted that the park is for the use of all residents of the town. The Deputy Town Clerk commented that the agreed enhancement scheme for the Park will include benches and that advice would be sought from the New Forest District Council (NFDC) Landscape Architect regarding type of tree.
Cllr Cole suggested that a walnut tree would be a nice idea as the existing walnut is in poor condition.

Subsequent to the item being resolved, three representatives from the Medical Centre arrived to support their proposal of the donated bench and tree and were thanked by the Chairman for their generous offer.

RESOLVED:
1) That the gift of a bench and tree in memory of Wendy Otter from Ringwood Medical Centre be accepted for The Danny Cracknell Pocket Park;

and

2) That the concerns of the local resident should be brought to the attention of the NFDC Landscape Architect.

As there was a member of the public wishing to speak, item 5) Girl Guiding UK Centenary Flowerbed was brought forward.

OS/5076 Girl Guiding UK Centenary Flowerbed

June Bentham of the Trefoil Guild asked Members to consider creating a flowerbed to a suggested design celebrating one hundred years of Girl Guiding in 2010.

The Deputy Town Clerk advised Members that the issues were whether there is a suitable site and whether the Town has the expertise for such complex planting. Members were keen to support Girl Guiding in this way, but it was agreed that funds would have to be raised in order to create a sloping flower bed and for expert help with the design. June Bentham offered to see if it was possible to raise sponsorship. Possible sites suggested included The War Memorial Gardens or one of the banks by the Church or on Christchurch Road. It was noted that the town roundabout is not suitable as it is difficult to maintain and there are proposals for it to be planted with low maintenance shrubs.

RESOLVED:
1) That the Trefoil Guild be invited to seek sponsorship and assistance from local garden centres;

and

2) That investigations be undertaken to identify a suitable site for a Girl Guiding UK Centenary Flowerbed.

OS/5077 Allotments at Upper Kingston

Cllr Wiseman declared a personal interest in OS/5077 Allotments at Upper Kingston as she has a relative who holds a plot.

Two requests had been received from the tenants of plot numbers 4 and 4(a) who wished to erect poly tunnels on their plots in order to grow soft fruits. Any structure over 6ft x 8ft requires permission from the Council. The request for a 9m x 5.5m poly tunnel was felt to be too large, but a 12ft x 8ft poly tunnel was considered acceptable. The Chairman commented that allotments must not be used for commercial purposes. Cllr Wiseman was concerned that large structures might block the views, particularly affecting families with young children.

RESOLVED: That permission be given to the two applicants that each may erect one poly tunnel of 12ft x 8ft on their respective allotment plots 4 and 4(a) at the Upper Kingston site.

OS/5078 Carvers Pavilion

The Technical Officer informed members that the works required at the Pavilion will involve around eight different trades, plus the water company. Although the Council uses local Ringwood traders whenever possible, in this case the project will require a great deal of liaison to coordinate the different trades. As the Technical Officer is employed to work one day per week only, it will not be practicable for him to carry out the project management. He suggested it may be necessary to employ a large firm for the whole project, although there were, as far as he knew, none in Ringwood. Members discussed this issue and the possibility of employing a local clerk of works to coordinate local trades. Cllr Chambers suggested that it would be better to employ a main contractor as they would then be responsible for any risks, based on a fixed price contract.

RESOLVED:
1) That tenders be sought from three main contractors for the Pavilion works;

and

2) That, as part of the tender process, contractors be advised that the use of Ringwood-based trades is preferable.

OS/5079 Land at Strides Lane

Cllr O’Reilly declared a personal and prejudicial interest in item OS/5079 Land at Strides Lane as she lives close by. Cllr O’Reilly made a statement and left the room, taking no part in the discussion or decision made.

The Deputy Town Clerk informed Members that a letter had been received from a resident at 13 Strides Lane regarding the triangular area of land at the end of his property and adjacent to The Danny Cracknell Pocket Park. It is not clear who owns this land which is believed to be designated as open space. The Council is currently attempting to ascertain whether the District or County Council own the land. The resident at 13 Strides Lane expressed an interest in removing some trees which he feels are untidy and replacing them with other trees, whilst fencing part of the area to prevent rubbish being left.

Cllr O’Reilly circulated detailed photographs, ordnance survey maps and the results of title searches for nearby properties. She believes the piece of land in question was once part of 17 Strides Lane. Cllr O’Reilly stated that she has herself cleared the area of glass and arranged for the Council to mow and strim the grass. Cllr O’Reilly felt the land should remain open space as it always has been, especially as the lane would be very narrow if the area were to be fenced in.

Cllr O’Reilly left the room.

Cllr Cole pointed out that the Town Council does not own the land, so is unable to make any decision at this point. The Town Mayor commented that until further information from District and County Council regarding ownership is received, Members cannot comment.

RESOLVED:
1) That the issue of ownership of the open space at Strides Lane and the request of the resident at 13 Strides Lane be noted;

and

2) That further to the results of enquiries as to ownership of the open space in question the matter be reconsidered by the Committee.

Cllr O’Reilly rejoined the meeting.

OS/5080 EXCLUSION OF PUBLIC & PRESS

That in view of the confidential nature of the business about to be transacted, it was advisable in the public interest that the press and public be temporarily excluded and they were instructed to withdraw (Annex 'A' attached).

OS/5081 Ringwood Town Football Club

Cllr Wiseman declared a personal and prejudicial interest in OS/5081 Ringwood Town Football Club, as she lives close to the site. However, as there was no discussion or decision on this item, she remained in the room.

The Technical Officer reported that further communications between the Town Clerk and the Football Club had previously been circulated to Members. Unfortunately the Town Clerk’s request for detailed information about proposals for the Club House had not been forthcoming. There was therefore insufficient information to make any decision on this matter.

RESOLVED: That the report be noted.

OS/5082 Children’s Entertainment at Carvers

The Deputy Town Clerk reported that two quotations had been received from children’s entertainers offering ‘circus skills’ workshops during the school summer holidays. A third entertainer contacted had not responded. After considering the details, Members felt that Jonathan the Jester, who had provided a reliable service last year, and was offering excellent value for money, should be selected.

RESOLVED: That the quotation offered by Jonathan the Jester for Summer Children’s Entertainment at Carvers Recreation Ground be accepted.

There being no further business, the Chairman closed the meeting at 7.50pm.